5 Things to Look for in Your Next Business Copier Machine

Having a reliable copier machine is one of the most important things to invest in for a business. Here are 5 things you should look for the next time you’re shopping around for a replacement copy machine!

A good copier machine cansave you moneyand ensure your business operations run smoothly and efficiently. But with all the options out there, how do you know which machine to choose?

Don’t worry. We’ve got you covered. Here are the most important things to look for when shopping for a copy machine.

1. Features to Suit Your Needs

The first step to finding the perfect copier machine for your business is to understand the needs of your company. Think about what the copier will be used for. To help, consider these questions:

How much will the copier be used? Think about volume to help determine the capacity you need.

How many people will be using it regularly?

Do you need to scan documents?

Do you need a reliable network connection to streamline business operations?

Do you need color printing?

What about stapling, hole punching, and multi-size printing?

After you’ve answered these questions, then you can start shopping. These questions will help you determine the capacity, features, and functions you need.

Copier Speed

One of the features you’ll want to pay attention to when shopping is speed and volume. The print speed will be listed on the spec sheet as “ppm”, which stands for pages per minute. For a small business, it is recommended to get a copier machine with at least 50 ppm.

Paper Capacity

Next, you’ll want to check out how much paper the machine will hold. You should also check for the paper sizes the copier can handle, especially if you need to print or copy various sizes.

The spec sheet will tell you the paper capacity under the tray or cassette section. More trays will allow you to load more paper.

Scanning

Most copier machines have a scanning feature today. However, some are more high tech than others.

If you will be scanning a lot of documents, then you’ll want a machine that has a document feeder (versus a traditional image scanner). This will allow for double-sided scanning, too.

If you will be scanning images, then check the resolution in the specs. Graphics and photographs will need 4800 pixels or more for quality scans and prints.

Memory and Security

If you would like your copier machine to store many documents, then you should pay attention to the memory. For optimal storage, look for a memory of at least 1.5 GB.

Another thing to consider is security. The Federal Trade Commission offers aguide for copier data securityfor businesses. Think about the type of information your copier will be seeing and storing to consider the level of security you will need.

Inkjet or Laser

If your business will not be printing a lot, then an inkjet printer will fit your needs. It is also cheaper.

However, for large volumes of printing or high-quality images, a laser printer is best. Laser printers are faster and easily produce high volumes of quality prints. In addition, the ink lasts longer when compared to inkjet machines.

2. A Price That Fits Your Needs and Your Budget

The second step to finding the perfect copier machine is to figure out your budget and match it to your needs. Your budget will determine many different factors.

Copier machines with higher capacity and speeds will be more expensive. In addition, laser printers will cost more upfront when compared to inkjet. However, a laser can save you money in the long run.

Running Cost of Office Copy Machines

Each copier comes with a break down of the total cost of ownership. Be sure to look at this before you make a decision. This will tell you how much it will cost you to run the device.

The cost of ownership includes things like ink and toner, maintenance, and also considers contracts. Some leases require you to print a certain amount of copies per month to keep the low rate.

You can even consider the cost of energy, too. If the copier is known for using a ton of energy, then it may be better to consider a more efficient model.

Business Copier Warranty and Service Agreement

High-quality machines generally include a warranty or service agreement. The agreement covers maintenance, parts, and repairs for a specific amount of time.

Having a warranty or service agreement can save you tons of money in the long term. It is not cheap to replace copier parts and they do wear out over time.

Buy Copiers Versus Leasing

Another thing to consider is whether you want to buy or lease the machine. Buying the machine means higher upfront costs but it is generally less expensive overall. Buying does not come with contracts and more autonomy over maintenance and resale.

The main drawback to buying is that the machine becomes your responsibility. You will have to handle the costs if they are not covered under a warranty. You can save money by purchasing a used copier, but the risk will be greater.

Leasing the machinewill require low upfront cost but you will pay more overall. It is less worrisome because the machine is covered by the owner. If any issues arise, the leaser will have to fix them.

The downside to leasing is that you will be locked into a contract.

3. Reputation

It is important to choose a copier machine brand with a good reputation. Research the brands you are interested in and read their reviews.

Look for not only quality in the machine but also quality customer services and perks provided (warranties, services, rebates, etc.)

Some of thebest copier brandsright now include HP, Canon, Brother, Sharp, and Epson, Xerox, and Toshiba.